Receiving Administrator

rhe; Galway; On-site; EUR 26,000 - 36,000; Full time

Job summary

rhe in Galway is seeking a Warehouse Administrator to manage inbound and outbound activities, ensure accurate WMS records, and support cross-functional teams across logistics, customer service, and operations.

The role requires strong communication and listening skills, with responsibility for stock receipts, location updates, and timely responses to customer inquiries while maintaining health and safety standards and service quality.

Qualifications

• Experience in warehouse or logistics roles.
• Strong communication and interpersonal skills.
• Ability to listen and respond to inquiries.

Responsibilities

• Receive stock into WMS and verify against packing slips.
• Maintain accurate information on the WMS and locations.
• Respond to customer inquiries regarding orders and status.
• Investigate customer complaints and coordinate with departments.
• Follow health, safety, and quality assurance procedures.
• Log customer activity for reporting and invoicing purposes.

Job description

What You Can Expect:

Key Tasks and Responsibilities:

Receiving:

• The delivery is visually checked for damage and any evidence of damage are noted on the Courier delivery docket prior to signing or accepting the shipment.
• All goods must be checked in against the packing slip/invoice and quantities verified before the goods are keyed on the Sap/Oracle system.
• If a variance occurs between the actual physical quantity and the paperwork, the Supplier is alerted, and the paperwork is corrected to reflect the actual physical quantity received in SSL.
• Photographs of the damaged goods are taken and emailed to the Supplier and the material is place "On Hold" in the MRB non-conforming area and the damaged log form is then completed.
• If there is no packing slip or Custom paperwork with the delivery an email is sent to the Supplier and Custom Broker to request a copy of same.
• All deliveries for the Bonded warehouse must have a Custom "SAD document" available with the delivery to key the goods into the SSL Bonded warehouse.
• Once the receipt is keyed on the system, the good receipt note is printed, and the storage bins are updated on the Receipt Advice note when the material is put away on the Rack.
• Take responsibility for end-to-end process of tasks undertaken in receiving process, ensuring own knowledge of all products and regulatory environment is understood and complied with.
• Reporting of stock status and material movement to customers and vendors as required.
• Report feedback from the customer to management and/or the appropriate department.
• Build expert, dynamic knowledge of the Company's services.
• Manage a large volume of inbound and outbound calls, emails and chats with knowledge and efficiency.
• Engage with customers in an inviting, friendly, and professional manner to deliver exceptional experiences and nurture lasting relationships.
• Provide cover for other accounts in the event of illness, holidays, leave etc.
• Support Customs Compliance where required.

Warehouse Management System (WMS) Administration:

• Responsible for the accuracy of information on the WMS.
• Engage with Warehouse Personnel to ensure accurate recording of information and activity.
• Receive stock onto WMS, create/update part numbers as required.
• Record storage locations for stock on WMS, create/update locations as required.
• Assist system accuracy by keying important information regarding transfers of stock and investigating cycle count inaccuracies for assigned customer accounts.
• Assist IT Department with WMS queries/updates/changes.

Queries & Complaints:

• Respond quickly, professionally, and accurately to customer inquiries regarding orders, status complaints etc.
• Conduct investigations with Warehouse Personnel to satisfy customer inquiries.
• Assist with the identification of the cause of a customer complaint and remedying the underlying issue of the complaint in conjunction with other departments, balancing the needs of the customer, and the company.
• Escalate inquiries/complaints to the appropriate manager and/or department when necessary.
• Keeping records of customer interactions, comments, and complaints.
• Non-conformance reporting in accordance with the KPI's.

Facilities & Machinery & Security:

• Responsible for the safe operation of machinery in the warehouse environment.
• Carry out daily checks on the machinery.
• Report facilities issues and machinery defects to Management/Facilities Department.
• Accommodate servicing of facilities and machinery as required by Facilities Department.
• Report security breaches to Management/Facilities Department.

Health & Safety:

• Support the health, safety, and welfare of all staff.
• Responsible for reporting accidents and near misses to Management/H&S Team.
• Responsible for reporting health and safety concerns, issues, and ideas to Management/H&S Team.
• Collaboration with Health and Safety Team.

Accounts:

• Collaboration with finance department regarding the transfer of information for invoicing, recharges etc.
• Log customer requests as required to support activity analysis and invoicing.
• Ensure finance are notified about all non-routine work for billing purposes.

Administration:

• Champion quality assurance protocols.
• Maintains communication with the support departments to ensure compliance with company policies and procedures and legislation.
• Completes and processes necessary reports and paperwork accurately and timely.
• Log customer activity for business purposes as required.Actively contribute to the continuous improvement and development of the team, through reviewing procedures to meet expectations of service and conduct and improve on own self development.
• Support other departments in relation to customer activity data.
• Other ad-hoc administration duties as required.

What You Bring:

Knowledge, Skills & Experience:

Skills:

• Ability to develop and maintain effective relationships with customers, suppliers, management, and other teams in the company.
• Excellent Interpersonal and communication skills.
• Ability to listen to